Profile Anonymization

Access

Profile Anonymization is available only to Administrators.

Overview

You can anonymize Profiles in an account when requested. This might be, for example, under the General Data Protection Regulation (GDPR).

Anonymizing a Profile removes personally identifiable information (PII), so that the individual remains anonymous.

> Note: An anonymized profile retains behavioral information, such as sessions attended, but no longer references an identifiable individual and their information. > If that same person registers for a future event a new Profile record is created for them.

Profiles can relate to:

• Registrations (Manage > Registrations)
• Speakers (Manage > Speakers and Sessions > Speakers)
• Reviewers (Manage > Speakers and Sessions > Reviewers)

The process described here applies to all three.

Workflow

1. Identify the profile fields (standard and custom) which hold PII (personally identifiable information) and you therefore wish to anonymize.

2. Configure replacement text for those fields.

Default replacement text: ******

3. Anonymize selected profile(s).

4. View an audit report of the records changed.

See Also

Video: Data Privacy course (7 short training videos about Profile Anonymization)

PDF Guide: GDPR Data Subject Requests

Page Details

Anonymize Profile Fields

Select the Profile fields for this Account that you want to anonymize when you select individual Profiles under Profile Anonymization, below.

Best Practice: make these selections once, and they will always be applied whenever you anonymize profiles in this account.

1. Standard Profile Fields — You can select any or all of the 50+ fields. For example, each part of the address. 2. Note: First Name, Last Name, Username, Password and Email are pre-selected and cannot be unselected —they will always be anonymized. 3. Custom Profile Fields — Select any or all of those defined for this account.

In both cases, be sure to include all fields that could be deemed Personally Identifiable Information (PII).

• Replace default anonymization string (******) with — The default text that will replace the values in the selected profile fields of an anonymized profile is "******".

You can change that to any text of your choice.

• Make Profile inactive — If selected, any profiles you anonymize (see below) will also be set to "inactive", meaning they will be excluded from reports and searches,

Save your selections so that you can use them when anonymizing profiles, as explained next.

Profile Anonymization

Search for the Profile(s) to anonymize.

You can search by: PkprofileId, Email, or Phone.

In all cases, type at least 3 characters in the Search field.

• PkProfileId — Type the complete Encoded Profile ID, beginning with "0x".
• Email — Type at least three letters.

(Letters in the Search box means the search will be on email.)

Example: Searching on "Jon" might return both Jonathan Smith and Cynthia Jones

• Phone —Type at least three numbers.

(Numbers in the Search box means the search will be on phone.)

Example: Searching on "123" might return both John Citizen, 555-6123-3579, and Jane Doe, 555-6540-9123

Click the filter control (icon) to apply the filter.

The matching records are listed, with the following columns: PkProfileId, First Name, Last Name, Email, Phone, Organization, Action

Click the Action control (icon) under Action to view (or even edit ) a profile's details, to confirm you have the right record.

Click Anonymize to update the selected profile(s) by anonymizing the fields selected above.

Anonymized Profiles Audit Report

A list of anonymized profiles in this account, excluding any inactive profiles.

You can search for profiles by either of these:

• The profile's full PkprofileId: their complete Encoded Profile ID, beginning with "0x"
• The Administrator's Username